Industry

Logistics & transport

A transport business runs on trucks, drivers, and routes, with the owner tracking which trip made money and which one lost it. The day goes in matching loads to trucks, sending diesel money to drivers on the road, and chasing parties for payment on trips already run. Most of the record keeping lives in a diary, on WhatsApp, and in the driver's head.

What we build: Trips, fuel, and driver dues

A transport owner’s day runs on the phone. Drivers call for diesel money before the next leg, parties ask when their vehicle will reach, and loads have to be matched to trucks heading the right way. The real numbers, what a trip cost and what it brought in, only settle days later when the driver comes back with his slips, and by then the next two trips have already started.

Almost all of this sits in a diary and on WhatsApp. Advances go out in bits across a trip, and at the end the owner and the driver sit down to settle from memory and a handful of loose slips. Fuel, the biggest cost, is hard to check because nobody has mileage per vehicle in front of them. Whether a route or a truck is making money is a question most owners cannot answer on the day they are asked.

A custom ERP is built around how your fleet runs. Every trip carries its vehicle, route, driver, freight, diesel, toll, and advances, so the profit on that trip adds up on its own. The driver’s account keeps a running total, so a settlement is a number both sides already agree on rather than an argument at the end of the month.

From there the rest falls into place. Fuel logged against each trip shows mileage beside it, so a bad tank stands out the same day. Tyres, servicing, insurance, permit, and fitness sit against each truck with reminders before they fall due. Outstanding shows by party and by age, so you call before the money gets old. Because it is built around your routes, your parties, and your way of paying drivers, it fits the way your business runs, and it can be running in a few weeks.

The usual
challenges.

Driver advances go out over a trip for diesel, tolls, and food, but nobody keeps a running tally, so at settlement time the driver's dues and the owner's figure never match.
Fuel is the biggest cost and the easiest to lose. Without mileage per vehicle in front of you, a leaking tank or a slip for diesel that never went in looks the same as a normal trip.
Trip sheets sit on paper. Working out whether one trip made money after diesel, driver, toll, and maintenance takes hours, so most owners never do it and run on gut feel.
Party payments come late and in parts. Which bill is still outstanding, and how old it is, lives in one person's memory.
Vehicle costs like tyres, servicing, insurance, permit, and fitness come as surprises because nobody tracks them against each truck until the date has passed.
When a driver leaves, the running account of what he was paid and what he earned goes with him, and old dues become hard to prove.

What we'd
suggest.

Put every trip in one place with its vehicle, route, driver, freight, diesel, toll, and advances, so the profit on that trip adds up on its own.
Keep a running driver account that adds each advance and clears it at settlement, so the owner and the driver are always looking at the same number.
Log fuel per trip per vehicle and show mileage right next to it, so a bad number stands out the same day instead of at year end.
Hold each vehicle's costs against that vehicle: servicing, tyres, insurance, permit, and fitness, with a reminder before a renewal falls due.
Show outstanding by party and by how old it is, so you call the right party before the money gets stuck.
Give the office and the drivers one shared record in place of a diary, a WhatsApp group, and memory.

What a KPI dashboard should show.

The numbers a logistics & transport owner should be able to see every morning.

Profit per trip

Tells you which trips are worth running once diesel, driver, and toll are taken out.

Profit per vehicle

Shows which trucks make money and which ones lose money.

Profit per route

Shows which routes to keep, which to re-rate, and which to drop.

Mileage per vehicle (km per litre)

The first place fuel loss or a bad engine shows up.

Fuel cost per trip

Your largest cost, watched trip by trip instead of once a month.

Driver dues outstanding

What each driver owes or is owed right now, ready before settlement.

Outstanding by party and age

Money sitting with customers and how long it has been stuck there.

Vehicle idle days

A truck standing still or running empty back is money going out with nothing coming in.